WHO ARE WE ? Emergency First International is an international NGO, non-profit, apolitical and secular. Emergency First International was born from the merger between two French NGO Première Urgence and Aide Médicale Internationale.
- Location Borno
General Objective / Summary
- Under the supervision of the HR Officer, the Human Resources Assistant assists him/her in all the activities related to human resources management at the base office.
Responsibilities And Tasks
Administrative management & follow-up:
- Organize the necessary personnel and contractual documents for all base staff
- Ensure that all HR files are complete and updated
- Manage the physical and electronic archival of HR files as per the archiving and filing process
- Prepare administrative equipment of base staff (ID cards,, medical insurance cards, etc.)
- Record minutes of meetings when asked by the line manager
- Receive and compile any claims from base national staff, and report them to his/her line manager
- Prepare, compile, and share mission documents on a weekly basis (job announcements, recruitment follow up, etc.)
- During the onboarding of new staff, prepare all documentation for base staff to ensure they benefit from all social covers offered by PUI
- Update the base internal contact list on a monthly basis by compiling and verifying data received from bases
- Prepare the HR files for audit and verification visits
- Assist the Deputy HR manager in the preparation of meetings when needed
Human Resources Management for national staff:
- Maintain confidentiality of HR information
- Assist the Deputy HR Coordinator in the implementation and respect of HR policy and procedures
- Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions
- Keep track of the base staff leaves and update concerned tools accordingly
- Follow up on the evaluation/appraisal deadlines for national staff and inform their managers accordingly
- Regularly update the coordination HR database,
- Ensure the respect of termination procedures and prepare all necessary documents
- When delegated, update the base and key staff organizational charts
Recruitment:
- Maintain and ensure the completion of all recruitment documents in HR files
- File and archive the resumes received on the email address and transfer them to recruiters
- Be the focal point for communication with candidates throughout the whole process
- Schedule technical tests and interviews
- Assist the Deputy HR manager in the recruitment at base level and attend interviews when needed
- Prepare the integration of any new employee
- Capacity building
- Assist in identifying training institutions as per the identified needs
- Assist the line Manager to organise or plan trainings
- Archive training certificates and attendance sheets in HR files as per the archiving process
- Forward to line manager the identified skills to be improved that were reported in performance appraisals
- Update the concerned tools according to training received
- Payment
- Collect, monthly, the advances on salaries request
- Update all changes related to change of bank account for Base staff in the HR database
- The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.
Priorities of the Department:
- Assist in the good application of the ISR and guidelines
- Digitalization of the HR files Assist in the physical and electronic archival of hr files as per the archiving and filing process
- Ensure confidentiality on all HR matters
- assist in the implementation of a capacity-building plan
- follow up on the evaluation/appraisal deadlines for national staff
- ensure that all base staff are well registered to benefit of all social and medical coverage provided by PUI
Qualifications & Required Skills
Mandatory requirements
- Language skills: Fluent In Hausa And English, Kanuri is a plus
- Education Degree: University Degree in Human Resources, Public administration, social sciences or related field
- Work experience: at least 6 months Experience in Human Resources Management (in a NGO would be preferable)
Knowledge and skills:
- Good analytical and writing skills;
- Knowledgable about the Nigerian Labor Law and the provisions of the National Social Security law;
- Computer skills: Good knowledge of MS Office software including Word, and Outlook. Excellent in Excel.
Assets
- Interests
- Committed to engaging in the humanitarian field
Transversal skills:
- Well organized
- Detailed-oriented
- Autonomous
- Able to take initiative to deal with difficulties encountered in daily work
- Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
- Ability to work under pressure
